Welcome to a new, more flexible way of scheduling. You'll now be able to take advantage of the following features:
Flexible shift management through drag and drop reassignment, cancel (and rebook) multiple shifts in one go, expanded repeating schedule and move shifts between areas
Job Board - open shift feature allowing your team to pickup the shift
Focus on your group of shifts - filter the schedule by teams, individuals or shift types
Easily stay on top of what's happening via tabular/list view of shifts allowing you to check on notes, clockin/out times
Time savings via extend repeating shifts and copying existing shifts
Adding a drop off address to a shift
Split shift through advanced edit - charge different rates for the same shift
Read a full introduction of the Scheduler - interface and navigation here.
Below is an overview video, the remainder of this article covers the following tips:
Making the most of teams
The Scheduler view makes more use of the Teams feature where you can group staff and then link the teams to clients.
You can search for shifts by the Team, multiple staff or clients.
When creating a shift, the staff who are linked to a client's team will be shown first then all other staff can be selected.
Drag and drop shift assignment
The quickest way to reassign a shift is to drag and drop. This will change just the one shift that has been selected. A green notify bell will appear to notify the newly assigned staff they have been assigned the shift.
Group shifts and Sleepover shifts cannot be dragged and dropped at this time.
Areas
A shift or group of shifts can be assigned to one area. This does mean a CDC and an NDIS client cannot be scheduled on the same shift as each are reported separately under different areas.
Moving shifts between areas
This possible by clicking on the blue more actions buttons and selecting Change area. All shifts related to this in the recurring pattern will be moved to the area selected.
⚠️ please note, this option is only available in the Scheduler view, it is not shown in the area, staff or client calendars.
Area calendars
The area calendars show a tile with the start and end time of the shift along with the client's name. Shifts can be created here. The view is similar to the basic view under daily, weekly, fortnightly views on the scheduler.
Filling shifts
Vacant shifts
Here you'll find the shifts that either don't have a staff member or client assigned depending whether you - these shifts need to be filled.
If you don't see these, please ensure you have the toggle on.
Pending shifts
Similar to vacant shifts, pending shifts have something that needs addressing such as the staff member is double booked or they haven't accepted or declined the shift.
Job Board
Job Board is a great way to share 1:1, one off shifts with your team. You can specify which certificates, compliance or competency documents they require for the shift.
Advanced billing
Split shift through advanced edit - charge different rates for the same shift can be useful to charge for different services on the same shift.
The split feature can also be useful to charge for 2 staff in a 2:1 scenario. In this situation you would set the start and end time to be the same for both splits. This will result in the client being billed twice for the shift i.e. for both staff members.
How do I put two staff on a shift and charge the client for both staff members?
Tabular view - reviewing notes and monitoring clockin/outs
The tabular/list view of shifts is useful for monitoring shifts during the day and also use the filter option to find shifts that are missing notes or clockin/out events.
Updating future shifts
When updating a recurring shift you have 3 options:
Only this shift: changes just one shift.
Future shifts: will apply the change to this shift and up to the date selected - this is great if the client has a change for a week for example.
Date range: will apply the changes only to the shifts between those dates.
If a shift in the series has been invoiced, the timesheet has been approved or a shift "Cancelled by us, without charge", those shifts can't be updated. The system will update the shifts it can change and provide a list of those that could not be updated.
Terminology
There has been some terminology changes.
Programs: These are now known as recurring shifts and can be identified by the repeating circle icon.
Program name: This has been replaced by the account setting Shift Type.
Description: the shift description has been renamed to Instructions.
Drop off address
In advanced edit mode under the Time & Location module you can set a second address for the shift. Understanding shift locations.
Changing the day the program of shifts repeats on
If you have a recurring shift that needs to change the day the repeating pattern is on - for example Tuesday changes to Friday, this article and video on how to modify a recurring shift will take you through the steps.
You'll learn how to use the copy feature to take the details of an existing shift into a new shift so you can make changes.
Cancel an ongoing recurring shift pattern - cancel the program
For a short term cancellation or postponement of services, it is possible to cancel (and rebook) multiple shifts at once.
With the shift open you can click on the number of occurrences:
Opening up the date rate, you can select the shifts to cancel (or rebook). Then clicking the blue more actions button selection the action.
The cancellation cancels the shift without charge to the client. More details on cancelling multiple shifts are in the article: Cancel shift workflow and rebook a cancelled shift
If you're looking for the figures that were at the top of the Dashboard please see the Performance report.
